Chairman Coombs called the Meeting to order at 12:05 P.M. in the Public Works Conference Room. Members present were Paul Camarco, Joseph Coombs, David Edwards, Raymond Grasso, Carmen Pace, and Tim Tuell. Staff Liaison Tony Martino and Mike Turner as well as Finance Director Lisa Hancock were also present. Committee Member Stuart Temple was absent.
| Associated Construction | $ 97,800 |
| Hartford Sprinkler Co. Inc | $ 99,600 |
| Nutmeg Companies | $145,507 |
The first bidder is a general contractor, the second bidder is a prime fire sprinkler contractor and the third bidder is a general contractor who previously had been a mechanical contractor.
Lisa Hancock went over an e-mail she had sent to Mike Turner giving him the criteria for rejecting the lowest bidder going to the second lowest bidder. If the lowest bidder cannot meet the timeframe required or provide the quality of work they can be eliminated, but documentation is required. Chairman Coombs had a letter from Town Attorney Jack Bradley that had similar comments in it. Mike Turner advised that the lowest bidder was a General Contractor and would be sub-contracting out the work. The vendor listed his subcontractor who was a one-man shop that was unknown to our Design Engineer, Building Inspectors or Fire Marshal. The second lowest bidder was a Fire Sprinkler Contractor who had a staff and has performed approximately 90% of the sprinkler work in Town. Our building inspectors know their high quality of work. Raymond Grasso expressed concern that documentation to reject the low bidder might not be sufficient unless we obtain experience history and performance time frames from the bidders, He made a request that we send a letter to the lowest two contractors requesting qualifications to perform the job and meet the timeframe required. Lisa Hancock advised if this was done it should also be sent to the second lowest bidder. Raymond Grasso said he would rather wait two weeks and get this information rather than risk a longer delay if the decision is challenged by the low bidder. Mike Turner advised we should get the information back within a week so it could be reviewed and voted on at the next regularly scheduled meeting of this Committee. It could then be on the Town Councils following meeting. We do not want to cause a situation to provide Nutmeg with a cause for delay in work charge.
NOTE: David Edwards arrived at 12:15.
Committee members were handed out three documents for review:
Raymond Grasso made a motion seconded by Carmen Pace to table action today in view of the questions raised and ask Mike Turner to get documentation of experience, jobs performed, timeframe availability and coordination & manpower availability. This information is requested for the Committee to review at their next scheduled meeting March 14, 2005. Under discussion both Tim Tuell and Paul Camarco felt based on the comments in Jack Bradley's memo we had the ability to move forward and recommend the second lowest bidder. Vote was taken results two aye and four nays. Motion failed.
Motion by Tim Tuell seconded by Paul Camarco based on the Town Attorney's comments the Committee recommend to Town Council the second lowest bidder as he is most qualified prime contractor to perform the task at hand. Motion passed five to one.
Paul Camarco, Clerk